Event Operations Specialist

Job description

ABOUT LEGENDS GLOBAL | HUNTINGTON PLACE Legends Global is redefining excellence in live events, venue management, and hospitality. With a global portfolio of 350+ iconic venues and a 360° approach that integrates Partnerships, Premium Experiences, Merchandise, Technology, and Operations, Legends Global delivers world-class results for clients and unforgettable moments for guests. At Huntington Place Detroit — the 16th largest convention center in the United States — that global expertise meets Detroit’s energy, innovation, and resilience. Together, we’re shaping the future of live experiences in the heart of the Motor City. THE ROLE The Event Operations Specialist plays a dual role in supporting event execution and labor operations at Huntington Place. This position serves as a key liaison between clients, internal departments, union personnel, and third-party vendors to ensure seamless event planning and on-site delivery. Responsibilities include coordinating event logistics from setup through teardown, preparing labor estimates, reviewing and processing labor documentation, maintaining accurate payroll inputs, and preparing client invoices. The ideal candidate is organized, detail-oriented, adaptable, and committed to delivering exceptional service in a fast-paced event environment. ESSENTIAL DUTIES & RESPONSIBILITIES Event Coordination & Execution Serve as the on-site coordinator for assigned events, supporting activities from setup through teardown. Establish and maintain communication with clients to confirm event requirements, schedules, and operational needs. Prepare detailed event resumes and distribute information to the appropriate internal departments and external partners. Coordinate event logistics with internal teams and third-party service providers, including audiovisual and telecommunications vendors. Assist Event Managers with event planning, client communications, operational coordination, and on-site support. Participate in weekly event coordination meetings, staff briefings, and other planning sessions. Conduct facility walkthroughs to confirm event readiness, labor requirements, and compliance with safety standards. Monitor event execution, address operational challenges, and coordinate timely resolutions to help meet client expectations. Support the implementation and enforcement of facility rules, regulations, policies, and procedures. Labor Operations & Coordination Prepare labor estimates using production schedules, equipment lists, event specifications, and anticipated operational requirements. Obtain, review, and process daily labor sheets, verifying accuracy and alignment with approved labor orders. Identify and resolve discrepancies by coordinating with the appropriate Foreman, Steward, client, or other stakeholders. Enter and maintain labor information in the designated accounting and payroll systems to support accurate, timely processing. Support labor planning and coordination for off-site events and assignments as required. Coordinate with union personnel and relevant departments to support labor readiness and efficient event execution. Maintain organized labor documentation and records to support operational accuracy and accountability. Client Billing & Financial Documentation Prepare detailed weekly client invoices based on applicable labor documentation and event charges. Verify invoice information for accuracy and completeness before submission. Submit invoices within established timelines and follow up on discrepancies as needed. Maintain accurate records supporting labor estimates, labor orders, payroll inputs, and client billing. Partner with relevant internal departments to address labor and billing questions and support timely financial processing. Team Collaboration & General Responsibilities Build effective working relationships with clients, colleagues, union representatives, vendors, and other event stakeholders. Communicate event updates, operational needs, and potential issues to the appropriate parties. Demonstrate flexibility and sound judgment when managing changing schedules, competing priorities, and time-sensitive requests. Perform special assignments and additional duties as directed by management. KEY DELIVERABLES Successful coordination and execution of assigned events from setup through teardown. Accurate and timely preparation of event resumes, labor estimates, labor sheets, and related documentation. Timely entry of labor data to support accurate payroll processing. Accurate weekly client invoicing and submission within established deadlines. Effective communication and coordination among clients, internal departments, union personnel, and third-party vendors. Consistent attention to facility readiness, operational requirements, and safety compliance. High-quality customer service and timely resolution of event-related challenges. QUALIFICATIONS Education & Experience Bachelor’s degree in Hospitality Management, Business, Event Management, or a related field preferred; relevant professional experience may be considered in lieu of a degree. Minimum of two (2) years of experience in public facility management, convention or trade show operations, event services, or a similar service-oriented environment. Experience with labor coordination, vendor management, payroll documentation, or client billing preferred. Familiarity with union operations and labor jurisdictions preferred. Skills & Competencies Proficiency in Microsoft Office, particularly Excel and Word. Strong organizational, planning, and time-management skills. Excellent verbal and written communication and customer service skills. Strong attention to detail and accuracy in documentation, data entry, and financial records. Analytical skills, including the ability to prepare labor estimates and evaluate scheduling requirements. Ability to multitask, prioritize competing demands, and meet deadlines in a fast-paced environment. Strong problem-solving skills and the ability to respond effectively to changing event requirements. Ability to collaborate with diverse teams, clients, vendors, and union personnel. Professionalism, accountability, adaptability, and a commitment to service excellence. COMPENSATION & BENEFITS Competitive salary commensurate with experience, plus: Medical, dental, and vision benefits starting day one Paid vacation, holidays, and sick time 401(k) with company match WORKING CONDITIONS & PHYSICAL DEMANDS This position operates in a large convention center and event environment, requiring frequent movement throughout the facility and interaction with clients, staff, vendors, and union personnel. The role may require standing and walking for extended periods, covering long distances, climbing stairs or ladders, and kneeling during facility walkthroughs and event setup or teardown activities. The position requires a flexible schedule, including evenings, nights, weekends, holidays, and extended or irregular hours based on event requirements. Work schedules may vary according to the facility’s event calendar and operational needs. EQUAL OPPORTUNITY Huntington Place / Legends Global is an Equal Opportunity/Affirmative Action employer, encouraging Women, Minorities, Individuals with Disabilities, and Protected Veterans to apply. VEVRAA Federal Contractor.